Studio Administrator, Project Coordinator

NBBJ is an award-winning design firm recognized as a TIME100 Most Influential Company , a Fast Company Most Innovative Architecture Firm and a two-time 2025 AIA National Honor Award recipient. These recognitions reflect our purpose-driven approach that, fueled by ideas and a culture of collaboration, creates healthy buildings, strong communities and a resilient environment. That’s where you come in. With leading clients, diverse colleagues and offices in creative capitals around the globe , a career at NBBJ will inspire you to be extraordinary. You can learn more about our firm , see what it’s like to work here and explore recent projects and ideas at NBBJ.com . Join us to make an impact today!

The role at a glance

• Partner closely with operation lead, studio core team, and project managers to provide administrative support for the studio and projects. In your new role, you will:
• Support the Operations Lead by:
• attending weekly project management meetings, preparing meeting materials, taking minutes, and following up on action items
• managing financial tracking and forecasting for the studio
• monitoring project performance and projections
• tracking staff utilization and forecasting resource needs
• recording studio and project costs
• collecting and reviewing timesheets
• Support the studio core team with:
• coordinating bi-weekly studio meetings, studio-wide events, and initiatives
• scheduling meetings, including quarterly studio advocacy check-ins
• onboarding new hires
• handling miscellaneous studio administrative duties
• Assist Project Managers with:
• scheduling and attending project meetings; composing, editing, and posting meeting notes
• setting up and maintaining projects in NBBJ’s financial and legal systems
• document posting, downloads, file transfers, reprographics, and related tasks
• reviewing, monitoring, and maintaining document file structures
• coordinating team travel arrangements, as needed
• preparing contracts and contract change proposals, and tracking additional service requests
• assisting with project construction administration, as needed
• carrying out miscellaneous administrative duties, including general correspondence, filing, and archiving, as needed by the project team

What you will need to Succeed

• Minimum of five years’ experience in administrative support, with an emphasis on accounting or finance. Experience supporting projects in the A/E industry is preferred.
• Proficiency in Microsoft applications, including Word, Excel, PowerPoint, Outlook, and Teams; experience with Deltek Vantagepoint is a plus.
• Ability to learn specific data management software and train project teams on the steps required to access information and upload content.
• Detail-oriented and highly organized, with the ability to multitask.
• Ability to consistently meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively as a team member, with excellent interpersonal skills.

The annual base pay range for this role is anticipated to be between $36.00/hr and $40.00/hr. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications and experience. NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.